Artists & vendors terms and conditions

Vendor Package Details

1. Booth Location: Main Hall
2. Booth Sizes & amenities:
artist booth – 1.8m*0.76m trestle table, 2 chairs, 2 event passes

Powered artist booth – 1.8m*0.76m trestle table, 2 chairs, 2 event passes, access to power

GIANT artist booth – 3 × 1.8m*0.76m trestle tables shaped to a ‘C’, 4 chairs, 4 event passes

General vendor – 2*3m space, 1.8m*0.76m trestle table, 2 chairs, 2 event passes

Sponsorship vendor – 3*3m space, 1.8m*0.76m trestle table, 2 chairs, 2 event passes

ALL Set-up height restrictions: 2.2m



Payment Terms

1. Cosmos Events will provide the Vendor Package at the rates payable upon checkout.
2. The booking is confirmed once payment is accepted.


Vendor Obligations

1. Setup & Teardown:
The vendor is responsible for the set-up and teardown of the booth during the hours
specified by the organizer.
2. Compliance:
The vendor must comply with all Cosmos Events and its provided venue’s regulations,
including, but not exclusive to, Health & Safety, attitude and behavior, convention
safety, and booth construction standards.
3. Marketing material:
The vendor must provide all marketing resources to the organizer for authorization by
4th January 2026. Late submissions or failure to submit will result in no marketing on
any of the organizers media outlets.
4. Staffing:
The vendor must ensure that their booth is staffed and open for sale/ access during all
open hours of the event.


Organizer Obligations

1. Cosmos Events guarantees the vendor booth space outlined in this agreement,
subject to unforeseen changes or restrictions imposed by the venue.
2. Cosmos Events agrees to provide the vendor with access to the venue for booth setup
at least Two Hours before the event start time.
5. Terms and Termination
1. Term:
This agreement will commence on the date of the execution and will continue until the
conclusion of the event and any pending or outstanding payments if applicable.
2. Termination by the Vendor:
The vendor may terminate this Agreement by providing no less than 30 Days prior to
the event. Refunds may be subjected to a cancellation fee of 50% of the total Vendor
fee.
3. Termination by the Organizer:
Cosmos Events may terminate this Agreement if the vendor fails to comply with the
terms outlined in this Agreement. In such cases, no refund will be issued.


Indemnification:

The vendor agrees to indemnify and hold harmless the Organizer, its officers, staff,
guests, and any venue personal, from and against any and all, claims of damage or injury, loss and expenses arising out of or resulting from the vendors participation in the
event, in connection with this contract or cancellation of this agreement from negligence,
misinterpretation, or any other acts of omission.
Cosmos Events bears no responsibility on any copyright and/ or trademark infringements
conducted by the Vendor or any of its affiliates. Any legal action as a result of a copyright
and, or, trademark infringement, is the sole responsibility of the vendor.


Piracy:

Cosmos Events will not permit any form of pirated goods, merchandises, prints or
promotional material at the event. Cosmos Events reserves the right to remove any
material of violation, including Sponsors and Artists, from the event is there is any cause
of doubt to the authenticity of the material/s.


Insurance

The vendor shall obtain and maintain the cost of insurance if any for the duration of the
event. Cosmos Events bears no responsibility for any damage done within the vicinity of
the vendors designated booth space during the event. Any costs associated with repair,
paint job, cleaning or of any consequential financial loss to the venue if for the Vendor to
uphold.


Health & Safety

Cosmos Events, its affiliates, officers, staff and venue personal take no responsibility for
any accidents or injuries caused onsite as a result of negligence, misconduct or
accidentals. Any rules and regulations pertaining to occupational health and safety, and,
or compliance and familiarity with equipment, for the duration of the event, not exclusive
to the duration of setup and teardown, is the liability of its Sponsors, Artists or Attendees.
Access to basic First Aid will be made available upon request.


Agreement:

This agreement constitutes the entire understanding between the parties and
supersedes all prior discussions, agreements or understandings of any matter.
No amendment, modification, or waiver of any terms or provisions of this agreement
shall be valid unless in writing and signed by both parties.


Force Majeure:

Neither party shall be liable for any failure to perform its obligations under this agreement
if such failure is as a result of reasons beyond control, including, but not limited to, unforeseen circumstances, venue, or governmental regulations.